How to manage obsolete documents
Manage obsolete documents by withdrawing them from points of use, marking their status, retaining required history and directing readers to the effective replacement. See a worked QueryChart workflow and the checks needed to use it.
Manage obsolete documents by withdrawing them from points of use, marking their status, retaining required history and directing readers to the effective replacement.
The short version
- Find every copy: Use the distribution list and point-of-use inventory, including prints, supplier packs and offline files.
- Withdraw and redirect: Remove old copies from normal access and point links or holders to the approved replacement.
- Retain evidence: Keep the superseded version, dates and withdrawal record for the applicable retention period.
How to manage obsolete documents in practice
A register may say revision 4 is current while revision 3 remains on a machine station or shared drive. The practical risk is continued use, so publication and withdrawal must be one coordinated release activity.
List every distribution point before release. Once the new issue is approved, replace controlled links, collect or mark printed copies, archive the old issue with restricted access and record who checked each location.
Follow the old issue out of use
Trace the replacement issue and the separate withdrawal step that prevents obsolete copies from guiding work.
Find every copy
Review and approval establish that a replacement is suitable before the old copy is disturbed.
Withdraw and redirect
The master register and controlled location change together when the new version is issued.
Retain evidence
A separate withdrawal step removes superseded copies before users resume work from the current issue.
How it works
Find every copy
Use the distribution list and point-of-use inventory, including prints, supplier packs and offline files.
Withdraw and redirect
Remove old copies from normal access and point links or holders to the approved replacement.
Retain evidence
Keep the superseded version, dates and withdrawal record for the applicable retention period.
Mistakes to avoid
Changing only the register
A correct register cannot stop work from an old printout. Verify the point of use after release.
Related QueryChart feature
Open the worked workflow
Adapt the document control process template to your team and publish one controlled current version.
Frequently asked questions
Must an obsolete document be deleted?
Usually no. Preserve required history but prevent routine use of the old issue.
How should printed copies be handled?
Inventory controlled print locations and replace or visibly mark each copy.
When is withdrawal complete?
When the owner has checked every known point of use and recorded the result.